Privacy Policy
FireProof UK · Last updated: 14 May 2026 · Version 1.0
Summary: We collect only what we need to provide the service. We do not sell your data. All UK customer data is stored in the UK and EEA. You have the right to access, correct, and delete your data at any time. Contact us at privacy@fireproofapp.uk for any data request.
1. Who we are
FireProof UK is operated by ServiceVision Ltd, registered in England and Wales. We provide fire extinguisher compliance management software under the brand name "FireProof" at fireproofapp.uk and app.fireproofapp.uk.
For the purposes of UK GDPR and the Data Protection Act 2018, ServiceVision Ltd is the data controller for personal data collected via this website and the FireProof platform.
Contact: privacy@fireproofapp.uk
2. What data we collect
2.1 Account and contact data
- Name, email address, phone number (collected when you register or contact us)
- Company name, company address, VAT number (for billing purposes)
- Role within your organisation (e.g. engineer, manager, responsible person)
2.2 Inspection and compliance records
- Fire extinguisher details: serial number, barcode, type, location, last service date
- Inspection records: checklist answers, photos, technician sign-off, timestamps
- Technician competency information: BAFE SP101 certificate number (entered by your organisation)
- Site and location data: building name, floor, room designation
2.3 Usage and technical data
- IP address, browser type, device type (collected automatically in server logs)
- Pages visited, actions taken within the application
- Error logs for debugging purposes
2.4 Payment data
Payment card details are processed by our payment provider (Stripe). We do not store full card numbers. We retain billing history (amount, date, invoice reference) for VAT and accounting purposes.
3. Legal basis for processing
| Processing activity | Legal basis (UK GDPR) |
|---|---|
| Providing the FireProof service (inspection records, portals, reports) | Article 6(1)(b) — Performance of a contract |
| Billing and invoicing | Article 6(1)(b) — Contract; Article 6(1)(c) — Legal obligation (VAT records) |
| Sending product updates and service emails | Article 6(1)(b) — Contract (transactional emails) |
| Marketing emails (if you opt in) | Article 6(1)(a) — Consent |
| Security monitoring and fraud prevention | Article 6(1)(f) — Legitimate interests |
| Improving the product based on usage data | Article 6(1)(f) — Legitimate interests |
4. How we use your data
- To create and maintain your account and provide the FireProof service
- To generate BS 5306-3 compliant service records and reports
- To send service confirmations, invoice emails, and account notifications
- To provide support when you contact us
- To monitor platform security and prevent fraud or abuse
- To improve the product based on aggregated, anonymised usage patterns
5. Data sharing and sub-processors
We do not sell your personal data. We share data only with the following sub-processors, all of whom operate under appropriate data processing agreements:
| Sub-processor | Purpose | Location |
|---|---|---|
| Microsoft Azure / SQL Server | Application database hosting | UK/EEA |
| Render.com | API and application hosting | US (SCCs in place) |
| Cloudflare R2 | Document and image storage | UK/EEA |
| Stripe | Payment processing | UK/EEA |
| Sentry | Error monitoring | US (SCCs in place) |
Where data is transferred outside the UK/EEA, we use Standard Contractual Clauses (SCCs) as the transfer mechanism, in accordance with UK GDPR Chapter V.
6. Data retention
- Inspection records: Retained for the duration of your subscription plus 7 years (to meet potential FSO Article 38 obligations for your clients). You may request earlier deletion.
- Account data: Retained while your account is active. Deleted within 90 days of account closure.
- Billing records: Retained for 7 years (HMRC VAT requirements).
- Server logs: Retained for 90 days, then deleted.
7. Your rights under UK GDPR
You have the following rights regarding your personal data:
- Right of access — Request a copy of the personal data we hold about you
- Right to rectification — Ask us to correct inaccurate or incomplete data
- Right to erasure — Request deletion of your data (subject to legal retention obligations)
- Right to restrict processing — Ask us to limit how we use your data
- Right to data portability — Receive your data in a structured, machine-readable format
- Right to object — Object to processing based on legitimate interests
- Rights related to automated decision-making — We do not carry out solely automated decisions with legal or significant effects
To exercise any of these rights, email privacy@fireproofapp.uk. We will respond within one calendar month.
8. Cookies and tracking
This website uses essential cookies only:
| Cookie | Purpose | Expiry |
|---|---|---|
| fp_uk_cookies | Records that you have accepted the cookie notice | 1 year |
| Session cookies | Maintain your login state in the application | Session / 7 days (if "remember me") |
We do not use advertising cookies, analytics tracking pixels, or third-party behavioural tracking tools.
9. Security
We implement appropriate technical and organisational measures to protect your data, including:
- Encryption in transit (TLS 1.2+) and at rest
- HMAC-SHA256 cryptographic signatures on all inspection records (tamper detection)
- Role-based access control — users see only their own organisation's data
- Regular security code review and dependency auditing
10. Complaints
If you believe we have handled your data incorrectly, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Phone: 0303 123 1113
We would appreciate the opportunity to resolve any concern directly before you contact the ICO — please email us first at privacy@fireproofapp.uk.
11. Changes to this policy
We will update this policy when our practices change. Material changes will be notified by email to account holders at least 14 days in advance. The "last updated" date at the top of this page reflects the most recent revision.